Below are notes on the ALICE integration with RoomKeyPMS.  Should you have any additional questions that are not answered with the information below, please reach out to RoomKeyPMS Support via email at [email protected] or via phone at 1-800-234-5695, Option 3.

General

• The ALICE Interface is compatible with both RoomKeyPMS RK1 & RK2 Housekeeping Modules

Room Status Updates

• RoomKeyPMS both sends & receives Cleanliness & Vacancy Status updates from ALICE, this includes weather a room is Vacant or Occupied and Dirty, Clean or Inspected
• RoomKeyPMS sends the Vacancy Status OOO to ALICE for Out of Order Rooms.  This particular status can only be updated by RoomKey, not by ALICE
• A full Rm Status update sync for all Room Numbers will be sent to ALICE each night after Rollover

Reservation Messages

• Reservation updates will be sent to ALICE whenever a reservation is created, modified or canceled in RoomKeyPMS.  Reservation Information that is sent to ALICE includes:
  • Title
  • First Name
  • Last Name
  • Adults/Children
  • Address
  • Phone Number
  • Email Address
  • Arrival Date + Property Check-In Time
  • Departure Date + Property Check-Out Time
  • PMS Status (ie:  Reserved, InHouse, Canceled, CheckedOut or NoShow)
  • Room Number (if assigned)
  • Group Name (if part of group)
  • VIP Status (we send "VIP" if guest is a VIP)
  • Guest Services (Codes only up to 18 characters)
  • RoomKeyPMS Res ID
• When a reservation No Shows in RoomKeyPMS, after Rollover, a Reservation update will be sent to ALICE and the Reservation Status will be updated to "NoShow".  Also, if a Room Number was assigned, it will be removed in ALICE ONLY.  Once the reservation is dealt with in RoomKeyPMS (ie: Checked-In, Dates Changed, Canceled), the associated update will be sent to ALICE

Out of Order Rooms

• RoomKeyPMS will send an update to ALICE if a room is placed Out of Order in the RoomKeyPMS Maintenance Module.  ALICE will then update the status of the room as OOO Dirty
  • a room CANNOT be placed on or taken off OOO in ALICE, this can only be done via the RoomKeyPMS Maintenance Module
  • if an OOO room is marked Clean or Inspected in RoomKeyPMS, we will continue to send an "OOO Dirty" Status to ALICE.  Once OOO is removed, we will send Vacant + current room status as noted in RoomKeyPMS (ie:  Dirty, Clean or Inspected)
  • ALICE does not track OOO for future dates, therefore if a room is placed OOO for a future date, during the nightly RmSync that occurs after the properties Rollover, rooms will be updated to be added, maintained or removed from their OOO Status during this sync

Room Discrepancies

• Room Discrepancies can only be viewed in RoomKeyPMS.  Properties should run the Room Discrepancy Report at least 3 times a day (morning, after Check-Out, after Check-In) to confirm if there are any discrepancies.  This report is found in RoomKeyPMS under Operations -> Housekeeping -> Reports -> Room Discrepancy OR in the RK2 Housekeeping Module under "Discrepancies" Menu

If Room Numbers are added or Modified

• If a new Room Number is added to RoomKeyPMS it can be added to ALICE one of three ways:
  • the next time a Rm Status update sync occurs (after Rollover), ALICE will update with the new Room Number
  • when a Reservation is created for the new Room Number and a Room Status update is sent, ALICE will then update with the new Room Number
  • a "Room" Initial Push is sent to ALICE by RoomKeyPMS Support, ALICE will then update with the new Room Number
• If a Room Number is made Inactive in RoomKeyPMS, it must then be manually removed in ALICE.  The interface cannot delete Room Numbers from ALICE, only add.
• If ALICE sends an update for an Inactive Room Number or a Room Number that is designated as a "House" room, a Warning will appear in the Message Center advising the property that the Room Number cannot be updated

Alice Confirmation Number

• An ALICE Confirmation Number is assigned to each reservation & can be found on the Guest Reservation, in the Guest Info Tab -> Confirmation #'s button.

Message Center

In order to receive any Warnings/Error Messages that may occur once the ALICE Interface is active, please ensure the proper Clerks are associated with the "GDS Notifications" Department under System Configuration -> Clerks -> Department.

Any Clerks associated with this Department will receive any Warning/Error Messages from the ALICE Interface.  When a message is sent to the Message Center, a pink drop down box will appear in the top right hand corner of RoomKey.  Click on this drop down (or go to Operations -> Message Center -> Received Messages) to view the message.  

Double Click on the Message to read & take any action if necessary.  In the example below, ALICE sent a Room Status Update for room 103, however, Room 103 is currently Inactive in RoomKey.  If this Room Number should be Active in RoomKey then it needs to be reactivated, if this Room Number being inactive is correct, then the Room Number needs to be manually removed from ALICE.